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COW Minutes 2002 02-05-02 1 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE „` FP R 0 V E® FEBRUARY 5, 2002 7:50 P.M. MEMBERS PRESENT: Mayor Art Prochaska Alderman Richard Sticka Alderman Paul James Alderwoman Valerie Burd Alderman Larry Kot Alderman Marty Munro Alderman Mike Anderson Alderman Joe Besco Alderwoman Rose Ann Spears City Administrator Tony Graff Chief Harold Martin Public Works Dir. Eric Dhuse City Clerk Jackie Milschewski City Attorney Dan Kramer Guests: See attached sign -in sheet. Before discussing the agenda items, Mayor Prochaska allowed a few individuals to address the Council with regards to the Blackberry Creek Interceptor Project. He explained to those present that the January viewing of the sewer plan was the first time that the City Council had seen it. He stated that since the viewing, he had met with the engineers to discuss alternate routes. The Council heard comments from Ms. Pat McCormick of 109 W. Kendall Drive and Dave Swistara of 111 Anderson Court. Both parties expressed their concerns about the project. Ms. McCormick suggested finding out if the Blackberry Creek route was feasible, apply an impact fee to the homes and businesses that would be feeding into the line, get additional engineering opinions and get an assessment from the Department of Natural Resources (DNR). She stated that she spoke with the DNR and was informed that a field study needs to be done. They told her that no consultation has been done in two years and this should be updated before anything else is done. Mr. Swistara was concerned with the planning of the line, the Council's role in voting on the Menard's property and repairs that the line may need in the future. Mayor Prochaska addressed their concerns by explaining that there are impact and recapture fees in place for anyone accessing the line. He explained that these are based on the cost of the project divided by the population equivalent (based on acreage, population, etc.). He explained that if the line does not follow Blackberry Creek some properties would not have sewers and he pointed out that this would make the property along the creek difficult to develop. He also stated that a watershed organization has stated that there is seepage of septic fields going into the creek and this is not from new development. If this is investigated and found to be true, landowners are going have to remedy this. Mayor Prochaska and Alderman Besco addressed the concern regarding the planning of the line by explaining that the Yorkville- Bristol Sanitary District (YBSD) planned the sewer line thirty years ago. They indicated a plan of the line hanging in the Council Chamber. The Mayor went on to explain that the sewer line ran along the creek to service homes in Countryside and that this is the continuation of the same line. He stated that the engineers feel that the most logical and practical place to continue the sewer line is by the creek. Now fiuther studies, such as archeological, environmental, etc, of the area need to be done. He stated that if thirty years ago the line had been continued no one would know it was along the creek today. 2 Mayor Prochaska pointed out that this sewer line is not for Menard's. He also explained that the Council voted on the annexation and zoning of the Menard's property around 1995. Once the property was annexed and zoned, it could be built on as long as it complied with its zoning. With regards to repairs, Alderwoman Burd pointed out that a sewer line runs under the Fox River and this is more formidable to repair than a line along a creek. Mayor Prochaska stated that the engineers were paid to present a proposed route. They looked at alternative routes along Countryside Parkway and across the river. The Blackberry Creek route was the most practical route. Their information was then presented to the public. Based on citizen's comments, the engineers are still looking at alternative routes. Mayor Prochaska stated that the City has commercial developments that are looking for sewer service. The route along Blackberry Creek was the proposed route. He stated that he is not sure if the City or YBSD ultimately determines the route. Administrator Graff indicated that the city is providing the funding and has collected recapture fees from Menard's even though this won't service their property. He said that any route needed to be approved by the YBSD. He also explained that this is not a fast moving project. Items such as property alignments, title searches, Department of Natural Resource investigation, etc. have to be completed. Mayor Prochaska stated that as information becomes available, he would post it in the newspaper. There were no further comments. ICCI Building Insuection Contract Renewal Administrator Graff explained that Building Inspector, Bill Dettmer, was unable to attend due to illness so he presented the changes and corrections to the agreement: • A correction was made to page 3, paragraph 4d, regarding office supplies. • A clarification was made on page 4, paragraph 6, regarding a 90 -day termination period for either party. This would allow for ICCI to complete projects. • On page 4, paragraph c, a misprint of meeting fees was corrected to read $50.00/hour. Mr. Graff indicated that Mr. Dettmer has not charged the City for a meeting in the last two fiscal years. • The Property Maintenance Inspection charge was changed from $30.00 to $50.00. • The wording regarding employees working for ICCI and the City was corrected. Mayor Prochaska indicated the wording regarding soliciting employees for employment before one year from the conclusion of work was corrected. Alderwoman Spears suggested a clarification to the wording on page 3, paragraph 4d. She suggested it read "Municipality will provide ICCI with the use of telephones.... ". She also pointed out that on page I the heading should read "United City of Yorkville, Yorkville, Illinois. Mayor Prochaska asked that there be an opportunity for Mr. Dettlner to be available to answer any questions the Council might have. He also asked about the Building Permit Fee Ordinance and Mr. Graff stated that Attorney Kramer looked it over and felt everything was in order. Both items were sent to the February 12, 2002 City Council meeting. 3 Automatic Deduction for City Utility Billings Mr. Graff indicated that Finance Director Traci Pleckham was unable to attend the meeting. He indicated that Mrs. Pleckham had met with Old Second National Bank in order to set up the automatic debit process and this is ready to go to the City Council meeting. The City's water billing software, LOCIS, was discussed. It was questioned if this software could be used for the automatic debit process. Alderman Sticka thought the cost of LOCIS included this service but Mr. Graff stated that he did not think LOCIS could perform this service. He stated he would check into this further. Mr. Graff also stated that this would be marketed to the residents in the next billing period. This item was sent to the February 12, 2002 City Council meeting. i Letter of Understanding for Annual Audit Services - FPT &W ( Pandolphi) Update Alderwoman Spears indicated that the Administration Committee recommended that the City use Pandolphi for the audit services. Mayor Prochaska commented that it has been questioned if this service should go out to bid. He stated that since the City is in the middle of the GASB conversion the federal government requires he felt it was best to stay with the group the City has been using at least through this process. He indicated that Pandolphi has given the City many good ideas in the past, which it has successfully used. This item was sent to the February 12, 2002 City Council meeting. Review Mayor's Salary Survey Alderwoman Spears stated that it has been many years since the Mayor's salary has been increased. A survey was done of other cites and the average salary was $6,678.33. The Administration Committee has recommended that the salary for the next mayoral term be increased to $8,500.00 annually. Mayor Prochaska asked if the Committee discussed the step program for the increase and Alderman Munns stated that they agreed the increase would be all at one time because the position has not had a raise in several years. The Mayor stated that he felt the increase would be good incentive for others to run for office and suggested that the salaries of the other elected officials be reviewed again. It was discussed that the increase should be presented as an ordinance, which would be brought back to the February 19, 2002 Committee of the Whole meeting. Solicitation Ordinance Alderman Anderson stated that the Public Works Committee has been working to fine tune this ordinance for several months. He indicated that changes regarding itinerant merchants, fees and applications were made to it. Because the final copy had just been presented to the Council, Mayor Prochaska asked that this item be brought back to the February 12, 2002 Committee of the Whole meeting. December 2001 Police Reports Alderman Anderson indicated that the Public Safety Committee reviewed these and he moved for approval of the report. Iii 4 The reports were sent to the February 12, 2002 City Council meeting. Contract for C.O.P.S - Testing Service Alderman Anderson explained that this is a contract for the testing of sergeant and lieutenant candidates. The labor attorney reviewed and approved of the contract and the funding for it is included in the budget. The Fire & Police Commission have requested this service. The Mayor discussed the $900.00 minimum charge. Chief Martin indicated that there are eleven candidates to test for sergeant ($ /candidate) and three for lieutenant ($85.00 /candidate) so the cost of the testing is in excess of the minimum. He also indicated that the contract is good for three years. The motion for the approval of the a contract was discussed and this stein was sent to the February 12, 2002 City Council meeting. Fulton Contractors Weather Warning Siren Contract Alderman Anderson explained that the contract is for the annual maintenance of the warnin g system for an annual cost of $1,442.00. The Mayor asked if any other companies had been looked at for the maintenance of the sirens and Mr. Graff explained that Fulton installed the sirens and that is why they have been chosen to maintain them. Alderman Anderson indicated that they have been satisfactorily maintaining the sirens since they were installed. Mayor Prochaska asked if the Public Safety Committee would look at where further sirens might be needed as Yorkville grows. He indicated that this information could be presented to developers. Alderman Anderson indicated that the committee has already discussed this and Chief Martin stated that he was bringing information regarding this to the next Public Safety meeting. i This item was sent to the February 12, 2002 City Council meeting. Countrvside Parkway Plan Aunroval Alderman Kot explained that this was for the extension of the Countryside Parkway road project east of Kendall Drive to the intersection of Center Parkway. The project would be paid for with Motor Fuel Tax (MFT) funds and needs the Illinois Department of Transportation's (IDOT) approval. He discussed an issue that came up at the Public Works Committee meeting regarding a lift station used by the house at 412 Countryside Parkway. The house has a lift station instead of a normal gravity service sewer and it was thought that this might be a good opportunity to eliminate the station. The owners of the property are in agreement with this. The correction of the sewer would not be paid for by MFT funds but by the city. It was indicated that two different addresses for the house were referenced on the plans and Alderman Kot asked for clarification on this before the plan was approved. Also, Alderman Kot suggested that as the construction date approached, residents of the area be made aware of the construction and traffic inconvenience. This item was sent to the February 12, 2002 City Council meeting. Rob Rov Creek Floodulain Delineation Studv - EEI Alderman Kot explained that developers are building in the area of the Rob Roy Creek and they have had to do their own flood study. The problem with this is that different developers will be using different companies to do the studies. This could lead to inconsistency. In an effort to avoid this, the City could contract with Engineering Enterprises, Inc (EEI) for $95,000.00 to perform the study and then recapture the cost from the developers. The Public Works Committee discussed asking developers what they would pay up front towards the study. He stated that City 5 Engineer, Joe Wywrot, was going to look into this. Mr. Graff indicated that the developers of the Undesser property have offered $24,000.00 toward the study, however other developers have not responded. He explained that the area to be studied is 6.2 miles and that 50% of the property will not be developed in the next ten years thus the cost of the study may not be paid for in ten years. Mr. Graff indicated that EEI would like to start with the Undesser properly next week. The Mayor asked what EEI would be reporting on and Mr. Graff stated that the study would look at things like the 100 -year floodplain and watershed for storm water control. He stated that EEI would certify the work and send it to FEMA. The scope of the study, completing it in increments as funds became available, the contract wording, and wording of the motion to approve the study was discussed. It was decided that if all the information could be gathered and given to the City Council by February 8, 2002, this item would be sent to the February 12, 2002 City Council meeting. If not the matter would be brought back to the Committee of the Whole. Transportation Studv - Smith En eineerin:= Alderman Kot explained that this is for a citywide transportation study, which will be part of the Comprehensive Plan. The cost of the study is $ ^340.9 o . He had a concern that this study will take approximately six months to complete but the Comprehensive Plan was close to being adopted. He felt that one could not be done without the other. Mayor Prochaska stated that the Comprehensive Plan could be put on hold a few months while this study is completed. If the transportation study was going to take longer, the plan could be approved and changed later to reflect this study. The need for the study and the wording of the contract was discussed. Attorney Kramer indicated that he had not looked over the contract yet. It was decided that if the final contract could be prepared by February 8, 2002, this item would be sent to the February 12, 2002 City Council meeting. Route 47 Widening - Temnorary Easement Alderman Kot stated that IDOT had sent a letter requesting a temporary construction easement along Town Square Park to be used during the widening of Route 47. Attorney Kramer had not reviewed the letter so the matter was sent to the next Committee of the Whole meeting. 2001 Monthly Water Department Reports Alderman Kot explained that the reports are for June through December of 2001. Mayor Prochaska questioned the four watermain breaks during December and Eric Muse, Public Works Director, explained the repairs. This item was sent to the February 12, 2002 City Council meeting. River's Edge - Letter of Credit Reduction 01 Alderman Kot explained that City Engineer, Joe Wywrot, sent a memo indicating a request from the developer for a reduction in the letter of credit for work completed. He stated that the Public Works Committee agreed with Mr. Wywrot. This was sent to the February 12, 2002 City Council meeting. 6 New Six Wheeler Truck Prouosal Alderman Kot explained that this item needed to move ahead in a timely manner in order for the vehicle to be ordered and delivered in time for the 2002 snow season. The funds were to come out of the FY02 /03 budget. He discussed that the City would be selling a truck that is presently in use and the funds applied to the new vehicle. The present truck in estimated to be worth $35,000.00. Mr. Dhuse updated the Council by stating that the City would be purchasing a smaller truck that originally thought. This reduces the price by about $13,000.00. The smaller vehicle will provide better handling and easier plowing in the cul -de -sacs. The replacement policy of the City vehicles, vehicle maintenance logs and the new truck's options list were discussed. This item is to be brought back to the next Committee of the Whole meeting. Additional Business Snow Removal Alderman Munns commented that the Public Works Department has been doing a good job plowing snow. Special Administration Committee Meetings Alderwoman Spears invited everyone to the Administration Committee special meetings. On February 6, 2002 the committee will be interviewing architects and on February 7, 2002 the committee will be meeting with the Park Board. Public Comments at Meetings Alderwoman Burd discussed the public addressing the City Council. She stated that some cities have individuals who are interested in addressing the Council make an appointment. Codefiers City Treasurer, Bob Allen, questioned why Sterling Codefiers hadn't been paid in awhile. Mr. Kramer explained that the codification process was behind but that City Clerk, Jackie Milschewski, was working on getting the code books up to date. Mayor Prochaska indicated that she would be sending Sterling ordinances on a more regular basis, as they are approved. Police Applicants Chief Martin informed the Council that all the police applicants who took the written test had passed. The next step would be oral interviews next week. School Transition Fees Mayor Prochaska stated he received a letter from the Yorkville School District requesting an increase to the transition fees to $3000.00. Attorney Kramer needs to look at the request. He asked that this be discussed at the next Administration Committee meeting. Chili Dinner The Mayor reminded the Council that the Citizen's Police Academy Alumni would be hosting a chili dinner on Saturday, February 9, 2002. It is being held at the Beecher Center from 4:00 P.M. to 7 :00 P.M. Chili and hot dogs are being served and tickets are available the door. There will also be a silent auction. Coffee with the Mayor Mayor Prochaska thanked the Novel Place in Countryside Center for hosting the last Coffee with the Mayor and stated that the next coffee would be at Bridgeberry Twigs in two weeks. Meeting was adjourned at 9:30 P.M. i Minutes respectfully submitted by: Jackie Milschewski, City Clerk SPECIAL , CITY COUNCIL MEETING C 0 February 5, 2002 PLEASE .SIGN IN!. NAME: ADDRESS: L ' S Y &Zc, �)Y < �� N t 113